Privacy Policy

This Privacy Policy applies to Fluide and Atlas Copilot, including our websites, apps, and related services (the “Service”) operated by ATLAS CO-PILOT LTD (“Fluide”, “we”, “our”, or “us”). It explains what personal data we collect, how we use it, who we share it with, how long we keep it, and the choices you have. These commitments also form part of the Information Security Policy.

Together with the Responsible AI Use Statement, Corporate Data Processing Terms, and Cookie Policy, it describes the protections that apply to that data.

ATLAS CO-PILOT LTD is the data controller for personal data processed through the Service. If your access is provided by an employer or another organization, that organization may also be a controller for some of your data.

1. Personal data we collect

We collect personal data relating to you as follows.

Data you provide

• Account information. Name, email address, job title, company, and account credentials when you create an account.

• Content. Messages, prompts, and other text you enter; voice recordings when you use voice chat; and files, images, or other attachments you upload. Voice is collected only after you start a voice session. Uploads are collected only when you attach them.

• Communication information. If you email or otherwise contact us, we collect your name, contact details, and the content of that message.

Data from your use of the Service

• Usage and log data. Features you use, actions you take, timestamps, and technical logs needed to operate and secure the Service.

• Device information. Device or application type, operating system, and similar identifiers your device sends when you use the Service.

• Location and time. General area inferred from your connection, plus timezone, local time, and date when needed to personalize or secure the Service. We do not collect precise GPS location.

• Cookies and similar technologies. Used to operate the Service, keep you signed in, and understand usage. See our Cookie Policy.

Data from other sources

• Your organization. If you join through an employer or team, we may receive account, role, or workspace information from that organization.

• Service providers. Payment, security, and analytics providers may send us status or fraud-prevention information needed to run the Service.

We do not collect more personal data than is needed to provide the features you use.

2. How we use personal data

We use personal data to:

• Provide, maintain, and analyze the Service, including generating replies and processing voice.

• Personalize learning pathways, recommendations, feedback, and conversation context.

• Improve the Service and understand how it is used, including through de-identified or aggregated analytics.

• Communicate with you about the Service, including support and important account notices.

• Prevent fraud, abuse, and misuse, and protect the security of users and the Service.

• Meet legal, accounting, and safety obligations.

We may create de-identified or aggregated data that no longer identifies you and use it for the purposes above. We do not try to re-identify that data unless required by law.

We do not sell your personal data. We do not use or share it for advertising, marketing to you on third-party platforms, or advertising-related profiling. We do not share it with third parties for their own marketing. We do not use your Content to train our own general AI models.

3. How we share personal data

We share personal data only as needed to run the Service. Each recipient is required to keep it confidential and to provide the same or equal protection as we apply to it.

OpenAI

We use OpenAI as a data processor to generate replies, process voice, and personalize the experience. With your permission, we send OpenAI the data needed for the request, which may include:

• Your Content (messages, including prior turns in the same conversation; voice recordings; uploads).

• Context used to personalize replies, such as name, email, job title, company, saved preferences, timezone, organization or workspace information, and retrieved learning material.

OpenAI receives this data solely to perform that processing on our behalf. It is required not to use it to train its general models or retain it beyond what is needed to deliver the feature and for short-term safety, abuse, and quality monitoring. OpenAI does not sell this data and does not use it for advertising.

Nothing is sent to OpenAI until you tap Continue on the in-app permission screen. You can withdraw that permission in Settings → AI data. After you withdraw, we will not send further Content or context to OpenAI.

OpenAI’s own practices are described in the OpenAI Privacy Policy.

Other providers

We also use:

• PostHog, to measure product usage and improve the Service.

• Cloud hosting providers, to store and deliver the Service.

• Payment providers, including Stripe, when you purchase paid features.

Those providers receive only the data needed for their function. They process it on our instructions and are not permitted to sell it or use it for advertising.

Other disclosures

We may also share personal data:

• With your organization. If you use a work email or an organization account, administrators may see that you have an account and limited account or usage information needed to manage access.

• For legal reasons. If required by law, or to protect the rights, safety, or property of our users, Fluide, or others, including to detect fraud or a serious security issue.

• In a business transfer. If we are involved in a merger, acquisition, or similar transaction, personal data may be transferred as part of that transaction, still subject to this policy.

• With your direction. If you choose to share a conversation, pathway, or other content with someone else.

4. Retention

We keep personal data only as long as needed to provide the Service or for other legitimate purposes such as security, dispute resolution, or legal compliance. How long we keep it depends on the type of data, how we use it, and your choices.

• Until you delete it. Account details, Content, preferences, and similar account data are kept while your account is active. You can delete your account as described below.

• After you ask us to delete. When you request deletion, the account is marked for closure and permanently deleted after a 30-day buffer, unless you cancel during that period. We may keep an audit record of the request to show we complied.

• OpenAI. Request data is kept only as needed to deliver the feature and for short-term safety, abuse, and quality monitoring.

• Security logs. Up to 90 days, unless a longer period is needed to investigate abuse or a security incident.

• Billing and transaction records. Up to 7 years where the law requires it.

• De-identified analytics. May be kept for product reporting.

When we set these periods we consider why we have the data, how sensitive it is, the risk of keeping it, and any legal duty to retain or delete it.

5. Your controls

You can control how your personal data is used:

• AI sharing. Settings → AI data. Withdraw permission to stop further sharing with OpenAI, or allow it again.

• Account deletion. Settings → Profile → Delete Account, or the in-app /request-deletion page, or email support@fluide.ai. There is a 30-day buffer before permanent deletion.

• Profile details. Update name and similar account information in Settings.

• Cookies. Manage cookies as described in our Cookie Policy.

Withdrawing AI permission stops new sharing. It does not delete data we already hold. Use account deletion for that.

6. Your rights

Depending on where you live, you may have the right to:

• Access your personal data and information about how it is processed.

• Correct or update it.

• Delete it.

• Restrict how we process it.

• Receive a copy in a portable format.

• Withdraw consent where we rely on consent, including AI sharing.

• Lodge a complaint with your local data protection authority.

To exercise these rights, use the controls above or contact support@fluide.ai or hello@atlascopilot.com. We may need to verify your identity before we can complete a request.

7. International transfers

We and our providers, including OpenAI, may process personal data in the United Kingdom, the European Economic Area, the United States, and other countries. Where we transfer personal data internationally, we use legally valid transfer mechanisms and apply the protections in this policy wherever the data is processed.

8. Security

We use technical, administrative, and organizational measures designed to protect personal data from loss, misuse, and unauthorized access, disclosure, alteration, or destruction. No internet transmission is fully secure. Please take care with what you share in the Service.

9. Children

The Service is not directed to children under 13, and we do not knowingly collect personal data from children under 13. If you believe a child under 13 has provided personal data to us, contact support@fluide.ai and we will investigate and delete that data if appropriate. Users under 18 should have permission from a parent or guardian.

10. Changes

We may update this Privacy Policy from time to time. When we do, we will publish the updated version and a new “Last updated” date on this page.

11. How to contact us

ATLAS CO-PILOT LTD
Unit 17, Nathan Way Business Park
London, SE28 0FS
United Kingdom

Privacy questions: support@fluide.ai or hello@atlascopilot.com.